Harbor Board Meeting Minutes February 1, 2016, 7:00 p.m. Round Table Pizza, Gig Harbor, WA

Transcription

1 Harbor Board Meeting Minutes February 1, 2016, 7:00 p.m. Round Table Pizza, Gig Harbor, WA Attendance: Office Contact P E U Office Contact P E U President Jeff Wenrich X Premier PD VP Admin Ted Smith X Premier PD Oscar Canas X VP Ops Jack Tullis X Club PD VP Comp Kevin Gray X Academy PD Scott Mahary X Treasurer Chris Hodson X Asst Academy PD Heath McLellan Secretary Rhiannon Fernandez X Micro PD Member Accts. Dani Akulshin X Rec Team Assignor Nora Mahary X Registrar Melissa Zinter X Business Develop. Matt Bebich DOC Neil Megson X Game Coordinator Jennifer Moreland X ADOC Field Coordinator GM Jason Jarrett X Discipline Com Jen Quilio X Youth Dir Shawn Alire Spirit Wear Kirstin Brent X Others: Carrie Milbrot, Patrick McCutcheon Minutes: Motion by Rhiannon, seconded by Scott, to approve the December and January minutes as written. The motion carried. Reports: President - Treasurer - o She will send the admin and micro budgets to Ted. Secretary - No report. VP Admin - o Please send any additions to the calendar to Ted. He ll keep it updated and send it out to the Board as needed. o See attached written report Registrar - o She has been working with Affinity and ran some trial reports; however, needs to reconfigure it. o She has uploaded waivers and signatures to do tournament rosters, o She will be able to print player cards. o She will set up an Affinity Training. VP Ops - Club PD o No report. 1

2 Academy PD o Registration closes July 15 and September 10 should be the first day of the season. o Going through the budget right now, and will have a draft budget at the next board meeting, as well as a program manual. Micro PD o There will be a nomination for Micro PD in new business. o Everything on the website is up to date. VP Comp o Meeting with PSD to get fields, and working on goals and fields for next year. Premier PD o He has been working with Pro-Time to see what they can do for the club, and they are willing to work with us on whatever we need. o He needs to coordinate with Pro-Time s A/R person, Chris, and Kirstin about how accounts are being set-up. Spirit wear needs to be on a separate account. If there is anything on the admin side, it needs to be separate. They need to match the checks with the correct invoice. Game Coordinator General Manager o High school boys tryouts at the end of the month. Need more volunteers at tryouts, and board members present to answer questions. o DOC meeting today. o Junior Academy all day event on February 21 at GHHS people attending. o Trying to put together something special for BU18s completing their HSC careers. o Birth year changes Discussed birth year changes and impacts to 8th graders. The state is committed to putting together a league where DOCs can render teams. Jason will be sending out an soon to club regarding birth year changes. Huge topic at PCSA and club hopping. Jason said full team play ups are allowed in rec. Premier has existing play up guidelines. Member Accounts o There are 4-5 families she needs to reach out to regarding payments. o Excited to for Affinity training and using it to communicate with members. o Need to decide how to handle past due accounts as they relate to tryouts coming up, want to prevent years and years of not paying bills. She will run a list of HS boys and provide to Chris. Nonpayment going into next registration season should be a club policy. There needs to be a guideline. Jason and Oscar need to have that conversation. Need to set up a registration night immediately after tryouts. If players are delinquent, changes to rosters can be made by May. Dani, Chris, and Jason will bring something back to the next board meeting regarding policy. Oscar recommended talking with Tanner at Affinity regarding marking accounts as delinquent and freezing accounts. 2

3 Spirit Wear o Need to do another similar promotion for paid in full accounts again this year. o No written report for February. DOC Committee: Field Committee o Need a capital raise plan, operating business plan, and architectural design plan. o No further communications with property owner. o Motion by Jeff, seconded by Chris, approving the Field Committee the authority to spend up to $15,000 to cover the costs of the three plans which need to be outsourced. Motion carried. o Jeff has asked Cory Sonnen to help coordinate the effort in terms of getting all parties working together. He will invite him to a future board meeting. He has commercial real estate experience, is a business owner in the Port of Tacoma, and his professional experience would be helpful. No exemptions. Strategic Planning Committee - o Please read the notes sent out if you haven t had a chance to do so yet. o Please feel free to attend a meeting, they are every Thursday at 7pm. o Have identified measurable goals for the next three years, club strengths, and club weaknesses. o Need to look at opportunities and threats next, and then break the work out into subcommittees. Old Business: None. New Business: Appointments o Motion by Ted, seconded by Kevin, to appoint Carrie Milbrot as Event Coordinator, non-voting board member, full exemption (half up front, half end of summer). The motion carried. o Motion by Ted, seconded by Kevin, to appoint Patrick McCutcheon as Micro PD, voting board member with full exemption. The motion carried. o Motion by Ted, seconded by Rhiannon, to appoint Becky Susan as the Communication Coordinator, full exemption (half up front, half end of summer). The motion carried. o Motion by Ted, seconded by Chris, to appoint Paul Murray as the club photographer. The motion carried. o Motion by Kevin, seconded by Scott, to appoint Jennifer Moreland as the schedule for both the premier and rec full scheduler position, full exemption. The motion carried. o Kevin is working on a nomination for referee coordinator. The club has blessing from PCS to handle rec referees in house. Would like Dave to text Kevin on Friday nights to let him know what is not covered so we can mitigate it. Kevin will coordinate a meeting with the association, state, Program Directors, and Jeff. 3v3 Live National Tournament - they need a host in the Puget Sound area. They take care of everything, rent fields. Revenue sharing is available. Jason will continue to work out the details. Global Image Sports Partnership - this is an opportunity to partner with a European club. Picking a partner club costs nothing. They host a summer camp in the summer, we provide fields and host coaches. The camp is an ID camp, and costs $165 for four days. Players may be identified to national camps, and then possibly club s academy overseas. The club will get badges for uniforms. The target would be the premier side. Jason will continue working with GIS and pick a club to partner with. NSCAA Advanced National Diploma - 3

4 o Classes are Fridays, Saturdays, and Sundays o Two courses, D and C equivalents. o The membership allows unlimited coaches to take the six hour course. o $3300 a year, plan to include in next year s budget. The rec program could also partner with premier side for funding this. o Great resource for new coaches and parents who want to learn more about the game. Tyee Cup - need to get the tournament sanctioned. Jason will get this info to Carrie to complete this week. Jeff will ask Mike for information from 2014 and Good of the Game: If the 97s win, they make it into semifinals. The meeting adjourned at 9:00 p.m. 4

5 President s REPORT February 1, 2016 TPCJSA (Now Piece County Soccer Association): Attended meeting on Jan 28th Chris please submit invoices to Tracy for fields/refs for the Rec Cup games we hosted on 1/9-10. Name was changed to the above. New website is Winner of Rec Cups will be recognized at Feb 20 th Stars Game Voted to agree to not allow teams U12 and below, on the Rec side, play up as an entire team. Many teams are shopping clubs to move to, as they don t want to break up their teams. PCS wants to be united on this, and not allow teams to move to another club to avoid playing on age. Association did not pass on the $1.25 per player Association fee for the 2015/16 season. PCS s thank you to all clubs for sticking with TPCJSA/PCS as new leadership has taken hold. Henry Robicheau will be the SSUL Director for the 2016/17 season. No new update on Heading Rule Changes FIELDS UPDATE: Plan to motion to approve $$ to create Capital Raise business plan, architectural drawings and Operating business plan. Motion to approve on Cory Sonnen as Project Manager for fields. His role will be to coordinate meetings/communication with the various parties involved. GENERAL: Spoke with Louie Bond, President of NSYSA. Discussed the possibility of our older Club teams playing some of their teams either before or during the season. An inter-league arrangement. Goal is to provide our teams a greater number of teams and/or games to play. Jack and Club PD should continue conversations. There also may be an opportunity for us to invite some of the U12 and below rec teams within their association to play in the PCS league. FEBRUARY TASK LIST: Feb 8 Meeting with Terry Lee at PenMet Respond to Appeal of DARC case decision approved at Jan board meeting Continue Fields work Strategic Planning meetings I will be out of the country Feb th. I will have access to s, which I will monitor daily. No phone access Attend PCS meeting on Feb 25 th.

6 Treasurer s Report February 1, 2016 General: 2015 year end reconciliations are still being worked. W2 s have been processed and mailed to employees. The 1099 s will be next. Financial Assistance/Scholarship awards have been reconciled and the 6 month follow up letter has been sent to the Grindstone Foundation. The prelim 2015 budget vs actual has been ed to the PD s. Most of the Premier discrepancies have been corrected or adjusted to help with their 2016 budget proposal. PSD & PenMet are being reconciled and payments made. Dani will provide her Member Accounts report separately. February Tasks: Talk with PDC Terry Cronk about the process of switching to the accrual accounting method from the cash basis. And changing Harbor s fiscal year from the calendar year to May April. Meet with the Financial Committee Make reports to capture all customer information, financial and registration, from Bonzi for seasons 2009/10 through season 2015/16. Box and move all accounting files prior to 2014 into storage. -Chris Hodson

7 V.P. Administration Report Feb 1, 2016 GENERAL: Nominations/appointment needing board approval: Tournament Coordinator - Carrie Milbrot o Carrie comes to us from Kitsap FC, where she was on the board in a couple of capacities. o Carrie s main responsibility with Kirsap was to coordinate the volunteer program and has some new ideas to bring to HSC. o Carrie has a son on the BU11 Green team. o This is a non-voting position, with a full exemption possible. Half exemption will be given upfront with the second half of the exemption voted on in September. Communications Coordinator Becky Susan. o Becky has 2 kids in the club. One on the BU11G one on the BU13G team. o Becky is part owner of a marketing company which handles activities such as mass communications, flyers, brochures, brand development. There is also a possibility for her to help with presentation materials for projects such as raising field capital. o This is a non-voting position, with a full exemption possible. Half exemption will be given upfront with the second half of the exemption voted on in September. Club Photographer - MurrayPhotos o Motion to approve Paul Murray of MurrayPhotos for 2016/17 season o Copies of the proposal are available Admin Budget: o I will be looking to submit the Admin budget in March. Admin Calendar: o Looking for everyone s input as to important dates. See attached. o Please send me the dates in an and I will make changes. Business Development Matt will provide his report separately. Merchandise Coordinator Kirstin will provide his report separately.

8 Registrar Report February 2016 Friday Night Lights II - Final # - 14 participants Spring Jr Academy registration closes 2/8/16. To date - 19 participants registered. 4 new premier registrations (GU10, GU11, GU12 & BU10). 1 HS girl left the premier program. Affinity - will provide an update at board meeting on Monday. State Cup registration deadline for BU10 - U14 and GU11 - U18 is February 5:00

9 HSC Vice President- Operations Report February 2016 Old Business ~PD s will submit their reports separately. -DARC committee: Jeff can update the group on my behalf, but bottom line, our decision has been formally appealed to State, and we are entering the early stages of that process. ~Working on filling the remaining committee seats, working with Jen Q. on each. New Business/Plan moving forward -Open postions: ~Have an interested individual for Micro position, could move to nominate soon. ~Reviewing the options for the open Asst. Premier PD position, to include reworking how the game scheduling position could evolve, etc. Still in discussion stage. Good of the game -Some great results from many of the Premier teams over the past few weeks, including a couple teams making it (and winning) to the PacNW Winter Classic finals.

10 HARBOR SOCCER CLUB Small-Sided Report February 1, 2016 Meeting February 1, 2016 Met with the Rule Modification Transition Committee to discuss the upcoming changes to the Small-Sided program. Will be working on a strategy for implementation of the rules changes, including calendar year age groups and field dimension modifications. Registration for Small-Sided Program will begin Monday, May 2. Registration will close July 15, with late fees being assessed starting July 16. Practices will start the week of August 15, and the season will likely start Saturday, September 10. Over the next month will be reviewing the Small-Sided program manual. Will be incorporating the new rules changes and field layouts into the manual once those are finalized. Will be revising website with new key dates and important information regarding the upcoming rules changes. Proposed budget and registration fee for Small-Sided 2016 will be presented for Board review at March meeting.

11 Micro Report Feb 1, 2016 Registration Micro fee for 2016 has tentatively been set at $100. Registration will open April 1 st and close July 18 th. Late fees assessed July 19 th. Important Dates Team assignment August 1 through August 12. Practices begin the week of August 15. Micro Jamboree Sunday, September 11. Season runs Sunday, September 18 through Sunday, November 13. Budget 2016 draft budget to be submitted in March. Program Manual Will review and revise program manual for Website Website has been updated for Micro PD I am looking for a volunteer to take over the Micro PD role. Depending on the candidates comfort level, I will work alongside with them or give full control. Please let me know if you hear of anyone interested.

12 VP Of Competition Report February 1, 2016 Fields: 1) Pen Met contract Completed 2) PSD Contract meeting Feb 8 th for fields from march thru july 3) Working on Field locations for Tyee Cup and next fall recreational games. 4) Working on Field maintenance contractors for TCC and light house for this year. Hoping to get summer use for these fields to save on rentals and increase field size available per team. Schedules: 1) Going Well, games entered into affinity thru February 14 th. February 21 st by this week. Most of the issues are last minute changes by mostly away teams or are needs not met by away scheduler. Still low on changes and getting further out on schedule confirmations. Referee Assignor: 1) Been in communications with Dave Miller on process improvement for schedules and therefore referee coverage. 2) Having trouble filling 6 V 6 games for RCL. According to Dave most assignors he knows has those go uncovered also. I went to game in Woodinville on 1/31 for 6 V 6 and they had 2 refs to cover. 3) Looking at numbers needed for referee pool necessary for next fall U11 and below referee scheduling in house. Also looking for referee in-house assignor for these games. Goals 1) Looking at pricing on goals for next years rules.

13 Premier PD February 2016 report GENERAL: Scheduling; Game Schedule o Kevin and Jennifer continue to work together and have put a schedule out to all Coaches and Managers to review that goes through end of season. The goal is to have all games posted to Affinity in the coming week. Training Schedule o The current schedule will carry us through February 18 th and at that time lots of changes will be made do to HS sports starting, HS boys ending their season and turf becomes limited. o All Coaches were made aware at meeting last week that space will be shrinking and to start planning their sessions accordingly to this limited space. Premier Budget: o Jason and I will continue to work on this through the month of February and have it completed by end of month. o I ll also be continuing to look at current budget and work with Chris to get stuff allocated to right line items. Protime accounts: o I will continue my talks with Amy this week to finalize how are accounts will be set up with them moving forward. o To better understand and have more accurate understanding on what is spent and where the money is spent within each program. o Currently a variety of stuff is put on one invoice that goes to multiple things/programs and Chris has to decipher it when she should just put into a line item within quick books. NSCAA Convention: o Met with UA and Protime together at convention to discuss partnership going forward and concerns that we had over the last year and some product items. o Convention itself, what an experience and would recommend it not only to coaches but people on the Admin side as there are so many different topics/classes that go on during this 5day event. o Jason and I also met with GSI which he will provide more information about at meeting.

14 Looking ahead: o I m currently looking into in becoming an Elite Member Club with NSCAA this coming year for numerous reasons which I ll explain at board meeting. o Some highlights on why are attached separately to this report . o In works with NSCAA on hosting a National (equivalent to USSF D) and Advanced National (equivalent to USSF C) course here at GHHS/Boys and Girls Club in August or early December. This is a 2 weekend course that usually goes from around 3pm Friday- 6pm Sunday on each weekend. o Jason and I will be reviewing/revising Premier policies for the upcoming season. The biggest one being the travel policy. o Looking at options to get all Premier coaches certified in first aid and CPR this upcoming season. Good of the Game: o HS B18 Green are possibly moving onto the Semi-Finals if they get a win on Saturday. o We had 2 Champions in the PacNW Winter Classic the B97 Green came out with a 1-0 victory to win it all as well as the G99 Green that took it all the way to PK s.

15 Member Accounts Report February Notices sent out to declined credit card members, had feedback that the site wasn t accepting credit card payments at one point from one family, but others seem to have paid without issue, so perhaps just a one time glitch. Notices sent out to those who haven t paid. Fees applied. Gave final list of more than two months overdue for January to the Oscar and Jason and they have worked on communicating with those players and families and possibly pulled player cards. They will get February s list in the next couple of days, which contains many of the same people as the month prior. Affinity- Have received notification that my status on Affinity has been updated to allow more access to the site. Hopefully will begin training on that soon so that we can start out the new season with that program. New Season- Need to come up with a game plan for how to address people with left over balances who are registering for try outs.

16 DOC Report Last months January recap. Finished up with the Pac Nw Tournament, the club was well represented in the semi finals and finals. The transition with me taking the GU10S is going well. I was able to train the BU12w and BU14 3 times In January. Both teams have enough talent to do better. Both teams need to be more focused at training. Talked with David and Oscar and there working harder with this problem. The majority of teams are having a better Spring season than fall. Coaches sideline behavior has been excellent. Myself and Jason will have the High School coaching staff out shortly with the rest of the coaching staff out shortly after that for the boards review. We had a coach's meeting on the 27th. We talked about up and coming rule changes. Over the last month or so I'd asked our younger Jr Academy coach's to become more engaged and upbeat with their teams. I was able to praise them on a job well done in accomplishing this. Attended the DOC face to face meeting at Starfire this morning. It was a long meeting with many topics discussed. Todd Lincoln will be sending out a recap shortly which I will forward when I receive it.

17 ELITE MEMBER BENEFITS Your Club or Organization receives the following benefits: + Six month introductory memberships for every coach within your club who is not a current NSCAA individual member + Thirty NSCAA individual memberships for your club and coaching staff + Discounted rate on NSCAA individual membership for your club + NSCAA logo usage rights + Club Publicity: The club name and logo on NSCAA.com, within the Soccer Journal (1), and on the NSCAA Member Club signage at the Convention + Tournament and camp advertising on the NSCAA.com/events + One job listing per year on NSCAA.com/career + Coach access to free elearning content including:» The Level 1 Diploma (online) and one additional age-appropriate elective» Demo presentations» The weekly give and go newsletter + Exclusive group pricing on NSCAA elearning, NSCAA events (10%) and NSCAA in person coaching education courses + One individual Academy Soccer Coach (ASC) account for session planningould NSCAA WOULD RECEIVE THE FOLLOWING + NSCAA Member Club logo and text positioned in a prominent place on club homepage + Coaching roster for the entire club, twice annually (spring and fall) CHOOSE TWO OF THE FOLLOWING* Two NSCAA Convention registrations 20 individual stages in the NSCAA Player Development Curriculum One coaching education diploma course» Level 1 diploma (in person)» Level 2 diploma» GK Level 1 diploma» Special Topics course *For every 20 additional coaches signed up for individual membership, your club receives one additional choice from this list.

18 WHY YOUR CLUB OR ASSOCIATION SHOULD BECOME AN NSCAA MEMBER CLUB Partnership Creates a mutually beneficial relationship between the NSCAA, the largest coaches organization in the world, and your club. The NSCAA has been around for 75+ years, and has an outstanding reputation for educating coaches. Importance of Coaching Education By aligning yourself with the NSCAA, you show your club members (coaches, players, parents, board members) and the community that coaching education is important, and has an impact on each child, and their development as a player, and as a person. Benefits The tangible benefits and discounts associated with the program make it more financially feasible to host courses, send coaches to courses and the Convention, and provide additional opportunities which assist coaches in their growth. This allows you to spend the money you ve saved on the children within the club! The Member Club program also allows you to provide individual memberships for your coaches, assisting them in their growth, development, and education! Collaboration and Support This partnership creates an open line of communicate with the NSCAA. If your organization is ever doing something different, or has a creative idea which you think the NSCAA could become involved in, or support, please let us know. Furthermore, our Club Development Coordinator can handle the needs of your club, along with the needs of individual coaches.

19 Zonal Defending (Group and Team) Reading the Game SPECIAL TOPICS COURSES Popular Topics, but not Limited to these: Technical and Tactical Training for Midfielders Technical and Tactical Training for Backs Technical and Tactical Training for Forwards Coaching Methodologies: Progressive, Phase Play, Shadow Play, Coaching in the Game, Small- Sided Games, and Functional Training Methodologies Leadership Legal and Ethical Issues in Team Management Systems of Play Teaching Attacking Tactics (Various Methodologies) Teaching Defending Tactics (Various Methodologies) Technical Training (Selected Techniques) Attacking through Thirds of the Field; Attacking in the Final Third Defending Individual, Group, and Team Teaching Changing the Point of Attack Teaching Penetration and Possession When, Where, and How